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Accounting Reports

RDA Number
SW02
Effective Date
Record Series Abstract
Data and documents relating to monthly accounting reports. This series also includes accounting reports from Edison or the STARS System
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Data files are cut off at the end of each Fiscal Year, maintained for five years. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in electronic format shall be maintained in Finance and Administration (F&A)/Strategic Technology Solutions (STS) approved software and server environment. Reports generated in the State's Edison system are kept in the system for 90 days and then deleted. The data used to generate the reports is kept for five years. FORMER RDA's MERGED: S1912
Record Location
Agency records officer shall keep documentation of specific location.
File Arrangement
alpha/numeric
Media Format Generated
Electronic
Paper
Media Format Generated Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Paper: Sheet
Media Format Stored
Electronic
Paper
Media Format Stored Summary
Electronic: Text
Electronic: Raster Image
Electronic: Spreadsheet/Database
Paper: Sheet
Date Range
to
Agency
Allotment Code
30513
Annual Accumulation
Agency records officer shall keep documentation of specific volume.
Current Volume
Agency records officer shall keep documentation of specific volume.
Record Value
Administrative
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
0
System Name
Records Officer shall document system name or if it is in Edison.
Hardware Description
If stored on the State's Edison System the hardware is maintained by STS/Edison team at their data center. If not on Edison, all hardware for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS).
Software Description
If stored on the State's Edison System the software is maintained by the STS/Edison team. If not on Edison, all software for maintaining the records series shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). The agency shall use File Types and Formats that are considered High Confidence by STS.
System Location
If stored on the State's Edison System it is maintained by STS/Edison team at their data center. If not on Edison, Agency Records Officer shall document the system location.
Backup Procedures
If stored on the State's Edison System the backup procedures are developed by STS/Edison team. If not on Edison, Backup procedures shall be maintained in accordance with the current standards of Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
If stored on the State's Edison System the disaster recovery plan is created and executed by STS/Edison team. If not on Edison, the Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
If stored on the State's Edison System the data migration plan is executed by the STS/Edison team. If not on Edison, the Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
Records Management Division (RMD)
05-08-2014
No recommended changes.
Tennessee State Library and Archives
05-12-2014
No recommended changes.
Comptroller Audit Review
05-12-2014
We have reviewed RDA SW02 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
05-14-2014
Agency concurs.
RMD Director
05-16-2014
RDA SW02 is a request to revise an RDA. The retention period will remain 5 years. The electronic format is being added to the records series. Budget papers are being removed from this RDA and put under the new RDA SW18 Budget Papers as the records are different and maintained differently now. Recommend approval of RDA SW02.
Public Records Commission
05-27-2014
Approved prior to RDA web application implementation.